Executive Assistant to Campus Pastor | Calendar, Projects & Care

Evangelical Free Church of America; Naperville, Northern (IL, KY); Hybrid; USD 25,000 - 33,000; Full time

Job summary

The Compass Church is seeking an organized Executive Assistant to the executive pastor of campuses, based at the central office. You will provide high-level administrative and organizational support, manage calendars, coordinate communications, assist with projects and events, and help with ministry operations.

The role requires availability during the workweek and includes on-call responsibilities, plus occasional evenings and weekend commitments. Discretion is essential.

Qualifications

• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to learn church management and HR/payroll systems such as Paycom.
• Self-motivated with the ability to work independently while collaborating effectively with others.

Responsibilities

• Manage the executive pastor’s calendar, schedule events and coordinate appointments and events.
• Serve as primary contact for individuals requesting time with the executive pastor.
• Respond to emails, phone calls, text messages and other correspondence on behalf of the executive pastor in a timely and professional manner.
• Help staff members and the church family connect with the executive pastor of pastoral care, meetings and appointments.
• Assist in recognizing birthdays, anniversaries and other significant milestones.
• Coordinate communication and logistics related to weddings, funerals, baptisms, hospital visits and other pastoral care occasions.
• Serve as a liaison on behalf of the executive pastor by helping others understand priorities, clarifying expectations and facilitating effective follow-through.
• Meet with individuals on behalf of the executive pastor to resolve routine matters when appropriate and coordinate necessary follow-up.
• Coordinate the collection, organization and distribution of information requested by the executive pastor while ensuring stakeholders remain informed of key deadlines and action items.
• Prepare reports, presentations, meeting agendas, supporting materials and other documents for the executive pastor, leadership meetings and ministry initiatives.
• Collect, track and organize key ministry and operational metrics, providing the executive pastor with meaningful insights into church health, organizational trends and progress toward ministry goals.
• Manage special projects, staff events and ministry gatherings as assigned, coordinating stakeholders, timelines, communication and logistics to achieve desired outcomes.
• In partnership with the executive pastor, approve time-off requests in Paycom for direct reports and review or approve expense reports in accordance with church policies.
• Maintain confidential records, correspondence and other sensitive information with discretion.
• Coordinate travel arrangements, conference registrations, book purchases and other business-related purchases.
• Manage receipts, expense documentation and church-related financial transactions on behalf of the executive pastor.
• Conduct research on ministry, organizational and operational topics as requested, including benchmarking practices from other churches and identifying best practices.

Skills

Organizational skills

Time management

Written and verbal communication

Confidentiality & discretion

Independent work

Paycom experience

Microsoft Office 365

Tools

Microsoft Office 365

Paycom

Job description

The Compass Church is seeking an organized Executive Assistant to the executive pastor of campuses, based at the central office. You will provide high-level administrative and organizational support, manage calendars, coordinate communications, assist with projects and events, and help with ministry operations.

The role requires availability during the workweek and includes on-call responsibilities, plus occasional evenings and weekend commitments. Discretion is essential.